Gym Payment Processing Software with 40% Failed Payment Recovery
Stop losing thousands every month to failed payments and high transaction fees. GymWyse gym management software includes a fully integrated payment processing engine with ACH, Direct Debit, BPAY, and card support — plus automated dunning that recovers 40% of failed payments without staff intervention.
The Payment Problems Costing Gyms Thousands
Payment processing is the financial backbone of every gym, yet most operators treat it as an afterthought. The result is thousands of dollars lost every month to failed payments, excessive transaction fees, and disconnected systems that create administrative chaos and revenue leakage.
Failed Payments Bleed Revenue
Between 5% and 8% of recurring gym payments fail each month. For a gym with 500 members paying $65 per month, that is $1,625 to $2,600 in monthly revenue at risk. Most gyms using standalone payment processors have no automated recovery mechanism — failed payments sit in a queue until someone manually retries them, often days or weeks later. By then, the card may have been cancelled entirely, and the member has mentally disengaged from the gym. This silent revenue leak compounds month after month, costing the average gym $20,000 to $30,000 per year.
Excessive Transaction Fees
Many gyms process all recurring payments via credit card at rates of 2.9% plus $0.30 per transaction, even though lower-cost alternatives like ACH bank transfers (0.8%) and Direct Debit are available. For a gym processing $30,000 per month in recurring payments, the difference between card rates and ACH is over $600 per month — or $7,200 per year in unnecessary fees. Standalone payment processors have no incentive to steer you toward lower-cost methods because they profit from higher transaction volumes.
Disconnected Payment Systems
When your payment processor is separate from your gym management software, you end up with two systems that do not communicate. A member who cancels in your gym software still gets charged by the payment processor. A membership freeze is not reflected in the billing system. Failed payment data lives in a different dashboard from your member records. Staff waste hours each week reconciling data between systems, and errors create member complaints, double-charges, and refund requests that damage trust and increase administrative costs.
How GymWyse Solves Gym Payment Processing
GymWyse eliminates the gap between your gym management software and your payment processing by building payments directly into the platform. ACH, Direct Debit, BPAY, and card payments are all managed from a single dashboard alongside your member records, class schedules, and billing history. Failed payment recovery runs automatically in the background with intelligent retry logic and member-facing dunning sequences that recover 40% of declined transactions. No separate payment portal, no manual reconciliation, no data silos. Visit our pricing page to see transparent processing rates with zero markup from GymWyse.
Payment Processing Features in Detail
Four pillars of payment processing built specifically for gym operations.
ACH, Direct Debit, and BPAY Support
GymWyse supports every major payment method your members expect, regardless of where your gym operates. In the United States, ACH bank transfers provide a low-cost alternative to credit card processing, with transaction fees as low as 0.8% compared to the 2.9% typical for card payments. In the United Kingdom and Australia, GymWyse integrates natively with GoCardless for BACS Direct Debit and Australian Direct Debit respectively, allowing members to set up a mandate in 60 seconds via the member app with no paper forms or branch visits required. In Australia, BPAY is also supported for members who prefer to pay via their internet banking. All payment methods are managed from a single dashboard — you never need to log into a separate payment portal. Members can switch between payment methods at any time through the app without contacting your front desk, reducing administrative overhead and improving member satisfaction.
Recurring Billing Engine
GymWyse's recurring billing engine handles the full lifecycle of membership payments with zero manual intervention. You configure billing schedules — weekly, fortnightly, monthly, quarterly, or annual — and the system automatically charges each member on their billing date. Proration is handled automatically when members upgrade, downgrade, or freeze mid-cycle. The engine supports multiple billing dates per month so you can stagger payment collection rather than hitting the payment processor with all charges on the same day. This staggered approach improves cash flow predictability and reduces the spike in failed payments that occur when all members are billed simultaneously. Rate changes can be applied to individual members, specific membership tiers, or your entire member base with configurable advance notice periods. The system generates receipts automatically and sends them via email and in-app notification.
Failed Payment Dunning and Recovery
Failed payments are the single largest source of involuntary churn in the gym industry. Between 5% and 8% of recurring payments fail each month due to expired cards, insufficient funds, or bank processing errors. GymWyse's dunning engine automatically retries failed transactions using intelligent scheduling — spacing retries across different days and times to maximise the chance of success. The system sends personalised notifications to members with failed payments via email, SMS, and push notifications, each containing a one-click link to update their payment method. A configurable dunning sequence escalates communication over a 14-day window, from friendly reminders to urgent notices. GymWyse recovers an average of 40% of failed payments that would otherwise be permanently lost. For a gym with 500 members and an average failed payment rate of 6%, that translates to recovering $2,000 to $4,000 in monthly revenue. The recovery process runs entirely in the background with no staff intervention required.
PCI Compliance and Security
GymWyse is fully PCI DSS Level 1 compliant — the highest level of payment card industry security certification. No card data is ever stored on GymWyse servers. All payment information is tokenised at the point of entry through our payment processor partners (Stripe, GoCardless, and BPAY), meaning that even in the unlikely event of a data breach, no usable payment data would be exposed. The platform uses TLS 1.3 encryption for all data in transit and AES-256 encryption for data at rest. Regular third-party penetration testing is conducted quarterly, and the results are available to Enterprise customers upon request. Two-factor authentication is available for all staff accounts, and role-based access controls ensure that only authorised personnel can initiate refunds, process charges, or view financial reports. GymWyse handles PCI compliance on your behalf — you never need to complete a Self-Assessment Questionnaire or worry about maintaining compliance yourself.
Complete Gym Operations Platform
Payment processing is fully integrated into the broader GymWyse platform. Beyond payments, GymWyse manages every aspect of gym operations — membership management with flexible tiers and freeze options, QR-code check-ins via the member app, class scheduling with waitlists and automated notifications, personal training booking with session packages and recurring appointments, staff management with role-based permissions and commission tracking, revenue analytics with real-time dashboards, and AI-powered churn prediction. Because payments are native to the platform, billing data flows seamlessly into your revenue analytics, churn predictions, and member profiles — giving you a unified operational view that standalone payment processors simply cannot provide.
Titan Gym, Chicago, IL
Single location — 720 members — Full-service gym with group fitness, PT, and retail
Challenge
Titan Gym was using a standalone payment processor alongside their gym management software. Failed payments were accumulating in the payment portal with no automated recovery — the front desk manager would manually retry them once a week, recovering less than 15%. All recurring payments were processed via credit card at 2.9%, despite ACH being available at a fraction of the cost. The two systems did not communicate, so membership freezes were not reflected in billing, leading to member complaints and refund requests. The owner estimated the gym was losing over $4,000 per month to failed payments and spending $600 per month in unnecessary transaction fees.
Solution
Titan Gym migrated to GymWyse in two days. Payment processing moved onto the same platform as member management and scheduling, eliminating data silos. The gym migrated 60% of its recurring payments from credit cards to ACH, reducing transaction fees from $870 per month to under $350. GymWyse's dunning engine immediately started recovering failed payments — in month one, it recovered $3,800 that would have been written off. Membership freezes now automatically pause billing, and proration is handled without manual calculation. Member complaints about billing errors dropped to zero.
Failed payments recovered
Revenue recaptured
ACH transaction fee (from 2.9%)
Full migration completed
“We were using a standalone payment processor that had no idea our business was a gym. Failed payments just sat there until we manually retried them, and half the time the card had expired. GymWyse's dunning engine recovered $3,800 in the first month alone. The fact that payment processing is built into the same system as our member management and scheduling means everything just works together — no more data silos.”
Derek Johansson
Owner, Pacific Strength Co.
“Switching from Square to GymWyse for payment processing cut our transaction costs significantly. We moved our recurring billing to ACH which dropped our per-transaction fee from 2.9% to 0.8%. On 400 members at $65 per month, that saves us over $500 every month in processing fees alone. The automated failed payment recovery is the cherry on top — we stopped losing $2,000 a month in declined transactions.”
Priya Patel
Director, CoreFit Gym
“As an Australian gym owner, I needed a platform that handled Direct Debit and BPAY natively. Most US-built platforms do not even know what BPAY is. GymWyse supports both plus GoCardless Direct Debit, all managed from one dashboard. The 40% failed payment recovery rate is real — we tracked it over six months and it consistently recovered payments that would have been written off with our previous provider.”
Tom Henderson
Owner, Harbour Fitness
GymWyse vs Standalone Payment Processors
See why integrated gym payment processing outperforms disconnected standalone solutions.
| Feature | GymWyse | Standalone Processor |
|---|---|---|
| Payment Methods | ACH, Direct Debit, BPAY, Cards (unified) | Card processing only (typically) |
| Failed Payment Recovery | Automated dunning, 40% recovery rate | Manual retry, 10-15% recovery |
| Recurring Billing | Built-in with proration and staggering | Basic recurring (separate integration) |
| PCI Compliance | Level 1, handled on your behalf | SAQ required (your responsibility) |
| Member Portal | Self-service payment updates in app | Call or email to update (manual) |
| Gym-Specific Features | Freeze handling, proration, tier changes | Generic subscription management |
| Transaction Fees | No markup on processor fees | Markup added on top of processor fees |
| Integration | Native (billing, scheduling, CRM unified) | Separate system requiring integration |
Frequently Asked Questions
Everything you need to know about gym payment processing with GymWyse.
Stop Losing Revenue to Failed Payments
Every month without automated payment recovery is money lost permanently. GymWyse gives you integrated payment processing with ACH, Direct Debit, and card support — plus a dunning engine that recovers 40% of failed payments automatically. No markup on transaction fees. No separate payment portal. Start your 14-day free trial today or book a personalised demo to see how much revenue you can recover.